GAURAV KAPARE

Office Coordination and Management:

• Coordinated office activities to enhance efficiency and ensure compliance with company policies.
• Supervised administrative staff, optimizing performance through clear role assignments.
• Managed schedules, travel arrangements, and appointments for upper management.
• Oversaw phone calls and correspondence, including emails, letters, and packages.
• Provided support for budgeting and bookkeeping procedures.
• Maintained records and databases, managing personnel, financial, and other critical data.
• Tracked office supply inventory and initiated orders as needed.
• Prepared and delivered timely reports, along with presentations and proposals as required.
• Collaborated with colleagues to offer assistance when necessary.

Vendor Management:

• Managed various vendors, including pest control, housekeeping, housekeeping material, garbage removal, and printing stationery suppliers.
• Ensured timely and efficient delivery of vendor services.
• Negotiated contracts and pricing agreements with vendors.
• Monitored vendor performance and addressed any issues or concerns.
• Maintained vendor relationships to support smooth operations.
• Oversaw administrative work related to vendor management.

SAP (S4 Hana) System and Financial Responsibilities:

• Prepared sales invoices and actively followed up on receivable payments, collaborating with clients and vendors.
• Managed contracts for sales invoicing, covering various aspects such as rent, CAM, auditorium, and PAK.
• Conducted bank receipt reconciliation, ensuring accurate financial records.
• Addressed discrepancies in customer ledger statements and maintained budgeted statements.
• Prepared monthly profit and loss statements related to facility management.
• Maintained vendor and client orders, generating goods receipts and service entry sheets.
• Handled property management billing, including CAM, DG, electricity, parking, and water consumption.
• Verified entries and reconciled processed work, including expense reporting and recording.
• Assisted during audits, resolving issues related to vendor and client payments, invoices, and taxation.
• Maintained data for Special Purpose Vehicle (SPV) and Work Breakdown Structure (WBS) budgets.
• Coordinated with clients through emails and telephone for outstanding payments, while also following up with vendors.
• Provided monthly reports to senior authorities in the Hospitality Department.
• Expertly managed audit queries, reconciled AR statements, and addressed overdue invoices.
• Ensured proper month-end close, clearing intercompany variances.
• Conducted monthly calls with stakeholders for effective vendor and client management.

Food and Beverage Management:

• Efficiently managed food and labor costs.
• Ensured strict compliance with health, safety, and hygiene standards.
• Skillfully handled customer concerns and optimized kitchen operations.
• Advised on menu choices and partnered with the head chef on menu development.
• Organized staff schedules and managed event bookings and reservations.
• Appointed new franchise partners and engaged in product promotion and internet marketing.

• Making Customer Rental Agreements for Commercial Cafeteria Spaces
• REFX USER:
• Preparing Rental/Revenue Agreement in SAP
• Tracking Monthly Net Sale Reports for raising Revenue Invoices/Monthly Rent Invoices/ Payment
• Follow- up/Reconciliation with Accounts
• Kiosk Space Activity Tracking /Invoicing /Payment Follow-up/Reconciliation with Accounts
• Profit & Loss Reports
• Making Purchase Orders, Purchase Requisition for Vendors /Vendor creation Preparing Manual PO

• Handling Renewal and New AMC Data and take follow-up on HVAC support system for
• AMC follow-up maintaining records in "HVAC SUPPORT SYSTEM EON AUTOMATE "
• Making SAP Client GST Tax Invoice, Pro-forma Invoices, One-time service quotations, and sharing to clients
• Arranging stationary requirements of employees by co-coordinating with purchase department and maintaining records
• Maintaining record of attendance and Daily wages of department labors (Card Labors)
• Sharing monthly daily wages signed data to Accounts team and keep tracking payment made or not to labors
• Raising all type of Purchase orders and coordination of material and services as per office requirements
• (Samsung Part PO/ Service Vendor Bills/ Drinking Water bill/ Samsung
• DVM AC units require parts, Gas, new machine Purchase orders, Stationary PO Filter water, stationary maintenance)
• Doing GRN process, making entry sheet and taking follow up to release on time
• Invoice upload copy process, Payment Advance requests for vendors
• Vendor Payment follow-up with accounts team
• Co-ordination with relevant departments (e.g., IT/ HR/ Travel) to resolve any issues related to site office and site employees
• All types of Cash voucher process and taking care to get their payments on time
• (JIO internet service, courier Charges, Transport Continence)
• Creating Material (for New PO) or new service (for client Invoicing)
• If Material or Service Tax not calculates taking, follow up with SAP team and getting work completed done
• Reconciliation and Coordinating with Accounts Team, SAP Team, GST Team
• Vendor/ Client creation in SAP
• Making Power Point Presentation for Company’s Quarterly, Half Yearly, and Yearly
• Business, Maintaining All Important Excel data
• Researching and sourcing vendors, obtaining quotes with pricing, capabilities, , negotiating contracts, assigning Work, and ensuring Vendor payments are made on time
• Coordinating & Visiting Customers, vendors to inspect Servicing, communicating with vendors to ask any product or price questions, negotiating contracts to get the desired pricing, analyzing multiple vendors to decide which to use for a particular product and providing leadership over purchasing agents and buyers
• Making SAP Invoicing, Purchase/Work Orders etc
• Following-up for Samsung DVM AC units New and Renewal Annual Maintenance contracts, and handling, Out- warranty In-warranty and AMC Customers etc.

• Responsible for day to day operations of the club
• Supervision of overall housekeeping activities
• Maintaining client’s data and ensuring that the data is accurately recorded in the excel sheet and submitted into the tool
• Responsible for all soft services like Housekeeping, Pest Control, Pantry
• Maintenance of Gym Equipment & Recreation for Employees
• Coordinating for Event Management activities